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Print an envelope or
label add-in for Word 2007/2010. |
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Version 2.0 of this add-in brings a complete revision of
what was originally something of a 'wheel
re-invention', as the function to print envelopes or labels is already
available from Word. This version adds a raft of new features
concerned with the provision of return addresses, logos, and the ability
to produce envelope and label templates for use with mail merge.
The extra features were inspired by a request from a
private client, for functions which it seemed practical to include,
though the actual work involved kept me amused for a considerable time.
As with earlier versions, the add-in should be installed in the
appropriate Word startup folder and the two templates that provide the
envelope and labels should be placed at some convenient location. The
templates contain no macro code, but the envelope template does have a
number of bookmarks as place markers for the addressee, the return
address and the logo. The supplied template is for #10 envelopes, but by all
means change the page size to suit your own envelope preference. Just
ensure that you don't delete the bookmarks when doing so. You can check
for their presence before and after with
another add-in you can download
from this site.
The label template is simply a document created from the
Word labels tool and saved as a template. It does not contain any
bookmarks related to the task. The supplied label template is
for shipping labels based on Avery 5164, but any label size that can
reasonably used for mailing labels can be employed. If your label format
does not work with the add-in let me know. The names of the two
templates are immaterial as your preferences are stored in the registry
and can be changed at any time.
The add-in also allows for a logo graphic to be added to
the envelope and to the labels. You can use different graphics for each
e.g. living on a small island I tend to add an Air Mail graphic
(included with the add-in) to my
envelopes. |
| Create a
label template |
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I have
included templates for envelopes and labels in the
zip file. These can be saved to any convenient location and the paths
added in the configuration dialogs. The label template supplied is for
Avery 5164 shipping labels, but the add-in can use a wide variety of
label formats. You will however have to create a working template in
order to use a different label configuration.
To create a label template, use Word's built-in label
tool (see below). Select the required label format (or create a custom
label) from Options, then click New Document. Save that document and
apply the full path to the saved document to the configuration dialog. |
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The
supplied envelope template is #10 size, which is a
common business size envelope. If you wish to work with different
envelope sizes, then the simplest solution is change the page size of
the supplied envelope template and save it with a new name. Be aware
that there are three required bookmarks on the face of the envelope
which are used to position the address, logo and return address. If
starting from scratch you will need to replace the three bookmarks as
shown in the illustration below. The address frame can be selected and
dragged around as required and the bookmark it contains will move with
it. The frame will expand vertically to accommodate the address. |
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Note: |
Although you do not have to use a logo, or any other type
of graphic, on your envelopes and labels, the add-in does require that
graphics are assigned as logos to both envelope and label. If you are
not going to include a graphic, then you can select any small graphic
for the purpose of completing the configuration, including the supplied
air mail graphic. I may get round to modifying this later, but for the
moment it is a mandatory requirement to complete all the fields in the
configuration. |
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When
installed, the add-in places a selection of buttons on the Mailings tab
of the ribbon |
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Before
using the add-in for the first time, you will have to supply the
preferences to the Config dialog. The function will warn that the
settings are not present and will not proceed until the configuration
settings have been completed. The disclaimer will
show each time until you use the add-in until the option not to display it
is checked. |
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The
'Donate' button on the Disclaimer page (and the help
screens) provides the options, similar to those at the top of
this page, to enable users who find this function useful to show their
appreciation. |
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| User Setup |
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Click the Config button to display the following dialog
which you must fill with the appropriate data. The formatting dialog is
not mandatory, but if you do not record choices, the results will be unpredictable. |
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Note: |
When
considering the layout of labels and the use of logos and return
addresses, bear in mind the size of the labels that you are using. For
labels with logos and return addresses you should probably consider
using four (or 6) to a page shipping labels such as
Avery 5164 (below left), which would
provide ample room for the various elements.
Nevertheless the function can be used with smaller labels provided you
set the font size and indents appropriately e.g. Avery 5160 (below
right). |
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| Return Addresses |
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The dialogs
are self explanatory. The buttons provide access to the filing system
in order to pick the relevant files. However the
return address function requires some additional comment. As can be seen
from the final dialog the function allows the creation and editing of a
data source to hold the return addresses. While the data source does not
have to have any addresses included, it does have to be present. The
document takes the form of a table with initially five columns, though
for very long addresses you can add extra columns. Each column of the
table is treated as a separate paragraph, so you can format the same
address in different ways to produce different effects. Of course the
function comes into its own in organisations that have several office
addresses.
Initially the document is as shown
below. Add the required address(es) and don't forget to save the
document. |
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The
following shows some examples of address formats that may be used. |
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| Creating envelopes and
labels |
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When all settings are complete,
click Update Configuration to write the changes to the registry.
Clicking the Print
Envelope or Label button on the ribbon will then produce the following
dialog |
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The dialog will work with addresses from four sources.
1. If the function is run from a letter document which
has the addressee section formatted in Word's 'Inside Address' paragraph
style, the address is automatically selected and entered into the
dialog. |
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2. You may select an address (formatted in any style) in the document - then click
'Selection'
3. You may select an address in the Outlook address book.
Clearly you must have Outlook present and set as the default e-mail
application in order to use this, or the Outlook selection button is not
available as shown in the right hand illustration above
4. You can click in the window, which will clear the
instruction text and enable you to enter (or edit) an address directly.
In addition there is a further option - 'Mail Merge?'
This is provided to assist when creating merge label or envelope
documents, by formatting the text areas and indicating where the fields
should be placed (see the illustration below). The function does not create a merge document. It
creates a document that can be used as the basis of a merge document.
Attach your data source and replace the default text 'Mergefields
Location' with the fields from your data source. For more information on
mail merges generally, see
http://www.gmayor.com/merge_labels_with_word_2007.htm
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You can over-ride the option to include a logo that you
set in the Config dialog and you can choose to print the envelope/label
without further user involvement. If you choose that option the
envelope/label is simply closed after printing without the option to
save.
If you check the Label the dialog expands to display a
further set of options. You choose which label to print upon, and if you
choose to print more than one copy of the label you may choose the first
label on which to print. |
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You may also choose to print a full page of the same
label |
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The
question mark buttons which appear in some dialogs -
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access to an information dialog. |
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| The Final
Results |
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The illustrations below give some idea of the range of
layouts that can be achieved. |
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Note: |
The relationship between the Outlook Address Book and
Word can be a tad flaky, resulting in Word crashing. If you find that
this occurs when you select an address from Outlook, make sure that
Outlook is running before using the function. This is not unique to this
add-in, but is a frequently observed problem that applies equally to Word's built-in Address Book function. |
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Now download the add-In |
